RFP BID # 6287

Janitorial Serv – Town Hall Bldgs.

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TOWN OF TRUMBULL, CONNECTICUT

REQUEST FOR PROPOSAL (RFP)

JANITORIAL SERVICESFORTOWN HALL BUILDINGS (VARIOUS)

RFP: 6287 DUE:MAY 15, 20182:00PM

GENERAL INSTRUCTIONS

The Town of Trumbull, Connecticut (hereinafter referred to as Town), through the Office of the Purchasing Agent, will accept sealed proposals for theJANITORIAL SERVICES FOR VARIOUS TOWN HALL BUILDINGSfrom qualified firms (herein after referred to as firm, contractor, vendor, proposer or responder). The required services, specifications and locations are detailed in the attached and all services provided and shall be in accordance with the conditions set forth in this Request for Proposal.

1.PREPARATION OF PROPOSALS

  1. Proposals shall be submitted by using the enclosed PROPOSAL FORM that accompanies this request. Submit one (1) ORIGINAL and two (2) EXACT COPIES. Proposalsshall be submitted in a clear, concise and legible manner to permit proper evaluation.
  2. Proposers may also submit, under separate cover with their proposal, any samples of reports and documents that are necessary to meet the requirements (deliverables) of this request should a purchase order be awarded

2.PROPOSAL SUBMISSION

  1. All proposals are to be submitted in a sealed envelope addressed as follows:

RFP: 6287DUE:MAY15, 2018by 2pm

Purchasing Agent: Kevin Bova

Town of Trumbull

5866 Main Street

Trumbull, CT 06611

  1. A proposal may not be withdrawn within sixty (60) days after the actual opening thereof.
  2. Please be advised that an individual authorized to contractually bind your organization with regard to price and related contractual issues must sign your proposal.
  3. Proposals shall be opened and read aloud at the date and time noted above. Any proposal received after that time shall not be opened or considered.

3.PRE-PROPOSAL MEETING AND PROPOSAL TIME

  1. AMandatory Pre Proposal meeting will be held on May 3, 2018 @ 1 pm to 2 pm atthe Trumbull Town Hall 5886 main street Trumbull CT 06611 in (Council Chambers) for all interested parties to attend. This will be the ONLY pre-proposal meeting will be held, interested parties are urged to attend. Immediately after the meeting tours of the buildings will be conducted.
  2. Proposals shall be received at the office of the Purchasing Agent, Town Hall, prior to the advertised hour of opening, at which time all proposals will be publicly opened and read aloud.
  3. A proposer may withdraw a proposal at any time prior to the above scheduled date and time. Any Proposal received after the above scheduled date and time shall not be considered or opened.
  1. TOWN OPTIONS
  1. The Town of Trumbull reserves the right to reject any and all proposals and does not bind itself to accept the lowest priced proposal or any proposal. The Town reserves the right to ask for new proposals in whole or in part, or to reject any or all proposals, or any part thereof, and to waive any requirements, irregularities, technical defects or service therein when it is deemed to be in the best interest of the Town.
  2. If a proposal does not meet or better the required specifications, requirements, and scope of work requested on all points that must be outlined in a letter attached to the proposal otherwise it will be presumed that the proposal is in accordance with the required specifications.

5.HOLD HARMLESS CLAUSE

Respondent agrees to indemnify, hold harmless and defend the Town from and against any and all liability for loss, damage or expense which the Town may suffer or for which the Town may be held liable by reason of injury, including death, to any person or damage to any property arising out of or in any manner connected with the operations to be performed under an agreement with the Town, whether or not due in whole or in part of any act, omission or negligence of the Town or any of his representatives or employees.

6.TAXES EXEMPT

All purchases made by the Town, and associated with the award of this requirement shall be tax exempt. Any taxes must not be included in Proposal prices. A Town Tax Exemption Certificate shall be furnished upon request.

7.ASSIGNMENT OF RIGHTS, TITLES, AND INTERESTS

Any assignment or subcontracting by a respondent, vendor, or contractor for work to be performed, or goods and/or services to be provided, in whole or in part, and any other interest in conjunction with Town procurement shall not be permitted without the express written consent of the Town of Trumbull. Subcontracting any portion of the required work associated with this request may result in immediate termination of an award for service.

8.WORK REGULATIONS AND STANDARDS

All work activities performed in association with this request must be performed and completed for the Town in accordance with current Federal, State and Local labor regulations. All services performed shall also conform to the latest OSHA standards and/or regulations.

  1. PERMITS
The selected firm shall obtain all necessary and required permits, if any, to comply with federal, state and local regulations, at their own expense.

10.INQUIRIES

  1. All inquiries regarding this request shall be answered up to the close of business on May 8, 2018after which time NO additional questions or inquiriesshall be accepted. To ensure consistent interpretation of certain items, answers to questions the Town deems to be in the interest of all respondents will be made available in writing byan Addendum(s) that all respondents can obtain by going to under the purchasing department under bid invitations... Inquiries of a technical nature may be directed to Mr. Allen White (203-452-5070); all other questions may be directed to Mr.Kevin J Bova, Purchasing Agent (203-452-5042).
  2. Town reserves the right to communicate with any or all of the respondents to clarify the provisions of Proposals as a result of any inquiries. The Town further reserves the right to request additional information from any respondent at any time after proposals are opened.

11.AWARD AND AUTHORITY

A notice of award or purchase order for this requirement shall be issued ONLY after a complete evaluation of the apparent lowest qualified and responsible proposals. The Town Purchasing Agent will issue notification of award in writing or issue a purchase order.

12.CONFLICT OF INTEREST

Public officials shall be prohibited from receiving any town work procured through a public

Bid or bid waived process so as to avoid any appearance of impropriety or conflict of interest;

And; Public officials cannot circumvent the intent of this ordinance by receiving town work

Through a bid waiver, as proscribed by the Trumbull Town Charter.

.

13.ADDENDUMS

It is the sole responsibility of the responding firm to verify any addendums that may have been issued relating to this request prior to final submission of a proposal. Any notice of addendum shall be published on the Town website – Purchasing Department “Proposal Notices”. Failure to submit a proposal that does not address changes or addendums may result in disqualification of a proposal.

TOWN OF TRUMBULL, CONNECTICUT

REQUEST FOR PROPOSAL (RFP)

JANITORIAL SERVICES FOR TOWN HALL BUILDINGS (VARIOUS)

RFP: 6287 DUE:MAY 15, 20182:00PM

REQUIREMENTS & CONDITIONS

1.SECURITY BOND

The Town requiresthat a Security Bond for $5,000.00 is in force for per employee per incident.

2.TERM OF SERVICE

The Town requires that the proposed prices are firmed fixed prices from July 1, 2018through June 30, 2020 and nothing elsewhere in this Request for Proposal shall abrogate this firm period. Special consideration will be given to responses with extended firm price dates. There will be 3 one-year options every year in April, May, June time frame if mutually agreed upon for the next fiscal year starting July 1 of that year. Therefore, this contract can go as long as a total of 4 years. If the Town is not satisfied or cannot mutually agree the Town will not renew and will go back out to bid

3.Breach of SERVICE

Should the selected proposer fail to fulfill the requirements and specifications as outlined herein, or for any other reason fail to fulfill its required service in part or in full, the Town reserves the right to cancel the purchase order and to make the award to another responder. Any additional costs incurred by the Town of Trumbull as a result of such cancellation shall be the responsibility of and shall be paid by the party whose award has been cancelled. Any release from such liability shall be valid only by written consent of the Town Purchasing Authority or Purchasing Agent.

4.INSURANCE

The selected proposershall provide the Town Purchasing Agent with a Certificate of Insurance before any work commences. The Town shall be named as an additional insured fromInsurance Company licensed to write such insurance in Connecticut, against the following risks and in not less than the following amounts:

Worker’s Compensation

Contractor’s Public Liability and Property Damage

Automobile Insurance

General Liability /
Each Person
/ Each Occurrence / Aggregate
Bodily Injury Liability / $500,000 / $1,000,000 / $1,000,000
Property Damage Liability / $1,000,000 / $1,000,000
Personal Injury Liability / $1,000,000 / $1,000,000
Comprehensive Automobile Liability
Bodily Injury / $500,000 / $1,000,000 / $1,000,000
Property Damage / $1,000,000 / $1,000,000

Such policies shall provide that no coverage shall be changed or cancelled unless thirty- (30) day’s prior notice of such change or cancellation shall be made to the owner. Such notice shall be made by registered mail; postage prepaid, to the Purchasing Agent, Town of Trumbull, Town Hall, Trumbull, Connecticut 06611.

In the event of cancellation, the selectedproposer shall cease all operations on or before the effective date of said cancellation and he shall not commence work again until he has obtained replacement insurance and has delivered a Certificate of Insurance to the office of the Owner’s Purchasing Department.

5.Damage

Any Damage to property resulting from during performance of services shall be repaired by the selected proposer within a reasonable time at its own expense. Otherwise, the Town shall take the necessary steps to complete such repairs and charge the service provider for any costs incurred associated with the repairs.

6.Term of SERVICE

  1. The Town of Trumbull requires that all proposed prices are firm through July 1, 2018 to June 30,2020following opening of all proposals and nothing elsewhere in this proposal shall abrogate this firm period. Any pricing to remain firm in excess of one (1) year should be specified in place provided on the proposal form. Special consideration will be given to responses with extended firm price dates.
  2. The Town reserves the right to issue a Purchase Order for Two (2) additional years by mutual agreement by notification within sixty (60) days of its intention to extend or not extend an existing purchase order for services.
  3. The Town shall, through its Purchasing Agent issue a purchase order for the requirements stated herein.

7.Errors and accidents

The Town recognizes that errors and accidents occur in any service provider situation, however, the Town at its sole discretion, may invoke this clause for repeated errors or lapses in service. No such penalty shall be levied without at least one written warning for a similar, but not necessarily identical, lapse in service. There is no limit to these penalties, and may result in a reduction in invoice payment per month.

8.REFERENCES

Proposal submittals MUST contain a list of current clients for whom similar services are currently and previously provided. At least five references (including contact names, telephone numbers) are required. Ideally, these references will be from clients with similar dollar value and/or floor space contracts. The Town reserves the right to contact these references as part of its evaluation and award process and the Purchasing Department reserves the right to use that information to determine the qualifications and merit of each proposal.

9.PERFORMANCE AND TERMINATION

The type of service requested is essential for the day-to-day operation of Town facilities. All required services shall be consistent with good professional practice and in accordance with the standards and specifications set forth herein. In the event of unacceptable performance, the Town shall be under no obligation to make payment and may terminate any contract award.There must be an onsite working supervisor or a Supervisor to be a Pont of contact and responsible for any issues that may arise.

TOWN OF TRUMBULL, CONNECTICUT

REQUEST FOR PROPOSAL (RFP)

JANITORIAL SERVICES FOR TOWN HALL BUILDINGS (VARIOUS)

RFP: 6287 DUE:MAY 15, 20182:00PM

GENERAL INFORMATION ANDSPECIFICATIONS

GENERAL INFORMATION

  1. The objective of this request is to provide a clean environment at the start of each working day, which generally begins at 8:00 A.M. Accordingly,allworkshallbecarriedoutaccording to the specified schedule listed below.Ifhowever,theselectedproposerwishestoprovidetheserviceatsomeothermutuallyagreedtime,analternativescheduleispossible. There must be a working on Job Site Supervisor/ manager and available when and if the director of facilities or any other Town Supervisor needs to talk or discuss any Situations.
  • Town Hallbuilding cleaning shall be completed Monday through Friday between the hours of 6 pm to 11 pm.
  • Highway Department Buildings including the New Admin Building & Parks Maintenance Bldg.cleaning shall be completed THREE (3) times each week between the hours of 7:00 AM to 3:00 PM.
  • Teen Centercleaning shall be completed Saturday mornings and Monday mornings.
  • EMS building cleaning shall be completed Monday through Friday between the hours of 8:00 AM to Noon.
  • Health Departmentbuilding cleaning shall be completed Monday through Friday between the hours 5 pm till 8 pm
  • Library services are needed Monday through Sunday during for the months of September through May and Monday through Saturday for the months of June through the end of August.Building cleaning shall be completed Monday through Friday between the hours of 6pm to 11pm.
  • Senior Center building cleaning shall be completed Monday through Friday between the hours of 5 pm to 11 pm

BUILDING / # OF TIMES PER WEEK / SCHEDULED DAYS / WORK MUST BE COMPLETED BETWEEN THE HOURS OF:
Trumbull Library / 6 / 7 / Monday through Sunday (Labor Day through Memorial Day)
Monday through Saturday (Memorial Day thought Labor Day) / 6:00pm - 11:00pm
Town Hall / 5 / Monday through Friday / 6:00pm - 11:00pm
Senior Center / 5 / Monday through Friday / 5:00pm - 11:00pm
Health Department / 5 / Monday through Friday / 5:00pm - 8:00pm
Emergency Medical Services (EMS) / 5 / Monday through Friday / 8:00am - 12:00pm
Highway Maintenance Bldg. and Offices / 3 / Monday, Wednesday, Friday / 7:00am - 3:00pm
Admin Building / 3 / Monday, Wednesday, Friday / 7:00am - 3:00pm
Parks Maintenance Building Offices / 3 / Monday, Wednesday, Friday / 7:00am - 3:00pm
Teen Center / 2 / Saturday and Monday / Mornings
  1. The following holiday schedule is observed by the Town. Janitorial Services are not be required for these days, however, it is expected that all Janitorial obligations be completedby the beginning of the next working day. If the selected proposer chooses to work on these holidays, this can be mutually agreed.
  1. New Year's Day
  2. Martin Luther King Day
  3. President's Day
  4. Good Friday
  5. Memorial Day
  6. Independence Day
  7. Labor Day
  8. Columbus Day
  9. Veterans' Day
  10. Thanksgiving Day
  11. Day after Thanksgiving
  12. Christmas Eve ( Floating Holiday)
  13. Christmas Day
  1. Proposals submitted shall include tentative schedules, to be approved by the Town, of dates upon which work will be accomplished on the monthly, quarterly, semi-annual dates.
  1. The following Town buildings associated with this request are as follows:

1)Town Hall (25,000± sf)

2)Emergency Medical Service (EMS)(6,000± sf)

3)Teen Center (3,800± sf)

4)Senior Center (10,800 sf)

5)Highway Dept. Offices & Admin Building(5,800 sf)

6)Library (37,100± sf)

7)Park Maintenance Building office

8)Tellalian Building(2,100 ± sf)–will be an Alternate

Each building will have a checklist that will need to be checked off every day and or after every cleaning shift.

  1. There is the possibility that meetings will be in session during these hours. This possibility will not preclude meeting the cleaning specifications and the schedules must be adjusted accordingly around building usage. The town has a website for meetings and times and is also posted on the bulletin boards throughout Town hall
  1. The selected proposershall supply a singleSupervisor or contract person (as well as an alternate contact) to be on call 24 hours per day. The Town facilities director is asking that must be an onsite Supervisor at all times. This responsibility will include after-hours call back if buildings are found to be unsecured or unlocked. There shall be no compensation for these call back events. The supervisor will be responsible for submittingthe checklist daily for each building.
  1. The Town reserves the right to reject any individual employee employed by the selected proposer. The Town will also periodically review performance and do site visits.
  1. Miscellaneous Information
  1. The Selected proposer shall be responsible for providing the following supplies:
  • cleaners; cleaning supplies
  • bathroom deodorant
  • waxes
  • hand soap
  • toilet paper( 2ply), paper towels
  • garbage pail and barrel liners
  • vacuums, stripers, mops, etc

Dispenser replacement as needed (i.e. hand soap dispensers, hand paper

Towels

Dispensers, toilet paper dispensers, air freshener dispensers, etc.)

  1. Snow removal services are provided by the Town.
  2. The Town will supply an area for janitorial tool and supply storage and the selected proposer shall be responsible for providing any shelving or lockup cages that may be needed.
  3. The selected proposer will provide all equipment necessary to complete all contract requirements.
  4. The selected proposer must carry insurance which will cover theft of Town property occurring during the hours of his/her responsibility.
  5. Dress Code: As these are public buildings, proper attire is required. The sole decision maker to determine the appropriateness of dress is the Custodial Supervisor. Additionally, all employees will wear clothing with the logo of the service provider company name clearly visible. In lieu thereof, employees will wear photo identification badges at all times.
  6. The selected proposer will be responsible for the buildings' security by activating locks and/or security systems upon leaving buildings.
  7. The selected proposer must be certified in cleaning blood borne pathogen incidents.
  8. The selected proposer must be experienced in disaster restoration cleaning services.
  9. The Town will perform background checks on all of the service providers' employees, including, but not limited to, drug testing, acceptable criminal record (no felonies), and evidence of residence status.
  1. Specified service requirements are to be provided at minimum intervals. The selected proposeris expected to clean anything that is dirty, even if cleaning intervals are shorter than those indicated below are. The Town will need a list of employees for each building once awarded.
  1. Details of requirements are listed on pages 8 through 10 of this request for each building. It should be noted that some buildings shall require specific special attention tasks. Specific information regarding unique requirements shall be provided at the Mandatory Pre-Proposal and Walk Through meeting.

TOWN OF TRUMBULL, CONNECTICUT